Committee Responsibilities and Processes
In 2000 the University Council approved changes to the University's committee structures. These are outlined in the paper "Review of Committee Structures and Processes, July 2000". Since this paper was approved, Senate and Council have approved further changes to the structures and terms of reference of some committees. Both the original paper and up-to-date committee information are available at:
http://www.auckland.ac.nz/uoa/home/about/the-university/how-university-works/uoa-committees
The University's Strategic Plan 2005-2012 commits the University to "promote governance and management practices consistent with the mission and values of the University of Auckland". An effective set of committees helps us achieve this goal.
A University's committee structure is dynamic. We need to maintain committees that are relevant, focused, gather together the right set of people for the tasks entrusted to them, carry out their business expeditiously and effectively, and make the best possible decisions. These objectives have to be achieved within a collegial environment and in a way that ensures that all pertinent views are heard and considered.
Each year a schedule of central committee meetings is approved by Senate and Council for the following year. Committee Meeting Rooms in Alfred Nathan House and the ClockTower Building are booked through the online Room booking system and confirmed by Alfred Nathan House Reception, Front of House Co-ordinators, who can be contacted on Ext. 85855 or email: ANHReception@uoa.auckland.ac.nz.
Meetings are usually timed so that their business can be carried out and reported in a timely manner to Senate, to the Vice-Chancellor or to Council. However, it is possible that the schedule provides for too many meetings, or does not provide adequately for some committee business to be carried out. Chairs of committees may vary the committee schedule or cancel meetings if there is insufficient business.
If a meeting is to be cancelled, the Secretary of the Committee should let all members know as soon as possible and inform the Room Booking Administrators so that the room booked can be released.
The preparation of the agenda and papers for the meeting is the responsibility of the Chair of the Committee, working with the Committee Secretary. In some cases, members will be approached for items for the agenda prior to the meeting; members have a right to suggest items which may be placed on the agenda.
It is desirable that agendas reach members of committees three working days prior to the meeting. However University business is such that this is sometimes not possible. It is likely that agendas and papers arrive two or even one day prior to a meeting. Committees should avoid tabling papers at meetings.
Members of Committees should feel free to contact the Chair of the Committee prior to the meeting if they have questions about any agenda item. This can often expedite the process of the Committee.
It is important that members of a committee get to know each other and establish a way of working effectively together.
At the beginning of each year, the Committee should discuss the role, responsibilities, and processes of the Committee. An experienced member of the Committee should be designated as a liaison person for new members seeking advice on the processes and business of the Committee.
